TOWN OF CHARLESTOWN
SELECTBOARD MEETING
JUNE 1, 2005
Selectboard Present: Brenda Ferland, Jon LeClair, Steven Neill
Staff Present: David Edkins, Administrative Assistant
Keith Weed, Highway Superintendent
David Duquette, Water & Sewer Superintendent
Edward Smith, Police Chief
Robert Davis, Transfer Station Superintendent
Regina Borden, Recording Secretary
CALL TO ORDER & PLEDGE OF ALLEGIANCE: Chairperson Brenda Ferland called the meeting to order at 7:00 P.M. and the Pledge of Allegiance was recited.
MINUTES OF PREVIOUS MEETING(S):
Steve Neill moved to approve the Minutes of the Workshop meeting of May 12, 2005, as printed. Jon LeClair seconded the motion. With all in favor, the motion carried.
Steve Neill moved to approve the Minutes of the Non-public Selectboard meeting of May 18, 2005, as printed. Jon LeClair seconded the motion. With all in favor, the motion carried.
Steve Neill moved to approve the Minutes of the regular Selectboard meeting of May 18, 2005, as printed. Jon LeClair seconded the motion. With all in favor, the motion carried.
DEPARTMENT HEAD REPORTS:
Highway Department: Keith Weed reported that the street sweeping has been completed. The crack sealing company came in but not all of the streets on the list were done. Out of 36 streets 11 were done; those including the North Hemlock Road, Old Claremont Road, Sullivan Street, Springfield Road and streets in the Riverview Park development. The Borough Road, Sam Putnam Road and School House Road are being graded. A shipment of calcium chloride should be received the first of next week.
The department has completed about two-thirds of the underdrains in on the Unity Stage Road. Last weeks rain slowed them down but they were able to do some ditching. Keith Weed would like permission to do a road closure as there is no other way to get the culverts done. The suggested closure time would be from 8:00 or 8:30 am to 2:00 pm for eight days beginning on Monday, June 13th through the 17th plus the 21st, 22nd and 23rd. Following approval from the Selectboard, it was agreed to have Keith Weed hand-deliver notices to the homeowners on that road, contact the County Home and service providers, post notices, put a notice in the newspaper and erect signage so people are aware of it. The Unity Selectboard will also be contacted.
Chief Smith will notify Mutual Aid and the State Police.
He held a pre-construction meeting today at 11:00 am on the Unity Stage Road and South Hemlock so everyone understood the project. M.T. Flynn and Lane Construction attended.
Keith Weed met with Mr. Perry today. He owns quite a bit of land on the Unity Stage Road and they talked about tree removal. Keith Weed would like to get trees removed back to the ditch line. Mr. Perry said okay but requested that the postings on any trees to be removed be moved to the next tree.
The new highway truck is in. Keith Weed met with Mr. Olson of Whelen Engineering who will supply the light boxes but wants his people to do all of the installation. The decals were ordered.
Keith Weed ordered salt for the two bins so they will be ready for the winter.
Keith Weed saw Norm Beaudry this morning regarding the Lover’s Lane matter. Smith & Allen were not aware of it but, hopefully, it will be taken care of soon.
Transfer Station: Robert Davis advised that they started the mandatory cardboard recycling today; there were very few complaints. Today a load of material was taken to Scarborough, Maine.
Police Department: Police Chief Edward Smith reported that the department has been pretty busy. They are working on the front door breakage and will discuss it with Debbie Clark tomorrow. Chief Smith talked with the Administrative Assistant in Acworth about how they will proceed with the police coverage and contract. The Acworth Selectboard will be meeting tonight and this will be discussed. Dave Edkins said their contract runs from March 1st to the end of February each year so the Town of Charlestown has been providing service to them for three months. Chief Smith advised that at 6:00 am on Friday four full-time officers would begin their run to the Claremont line carrying the Special Olympics torch; it is about a nine mile run.
A letter was received from the Town of Langdon Selectboard requesting support to continue the School Resource Officer position. The federal funding for this position expires at the end of this school year. There was a consensus of the Charlestown Selectboard that they believe in the position but no funding is available in this year’s budget, however, they will look at it for the next budget. Dave Edkins will write a letter of support for the Selectboard’s signatures.
Water and Sewer Departments: David Duquette advised that the departments have been pretty busy. He was out for four days last week for surgery; Rod and Jeremy covered. They did some more meters as well doing a meter pit in Hidden Valley. Ray Buisson contacted him about the sewer line discussed at the last meeting. Norm Beaudry would like David Duquette to be present when he checks on the construction. Dave Duquette did a water pressure check on Main Street; they dug it up, made repairs to the 6” main and the volume and pressure is better. There is only a 3/8” line in the house so the pressure on the second floor is still low. Chief Smith allowed them to use officers for traffic control and Keith Weed provided the excavator and operator.
Two bids were received for the Norman Avenue and East Street sewer projects as follows: The low bid was from Pine Hill - Norman Avenue $57,500 and East Street $35,000 – total $92,500; the second bid was from St. Pierre, Inc. for $110,000. Dave Duquette put $93,000 in the budget. He asked if the Selectboard plans to do the Fling Road Bridge project across Clay Brook this year.
Dave Edkins will check with McFarland and Johnson to see if they have redone the calculations as they originally indicated that the existing culvert would not pass the 25-year storm so the Department of Environmental Services will not allow the Wetlands Permit and the State will not authorize the funding. One of the problems is that the Town does not own the dam so it cannot be breached to improve the stormwater flow.
It was noted that there have been flooded basements on Norman Ave. in the past. The East Street is sewer line is also in need of attention. The Town could have a sinkhole as that line is in the center of the road and there are about four spots where the pipe is badly deteriorated. There was discussion relative to lightening the load on the road. There are 13 school days left this year. The Selectboard asked Keith Weed to talk with Jane Brown, the school district Transportation Coordinator, regarding the school bus traffic to see if they can reconfigure their traffic flow.
Jon LeClair moved to award the bid to Pine Hill Construction in the amount of $57,500 to do the Norman Avenue Project and the remainder of the money in that account will be set aside for the Fling Road project. Steve Neill seconded the motion. With all in favor, the motion carried.
Dave Duquette has been working on the Water Ordinance and the revisions should be ready to be submitted to the Selectboard in about 2-to-3 weeks for their evaluation. The Ordinance will have about 23 pages and, hopefully, it can be adopted soon.
Dave Duquette is looking into the lower section of Morway’s Mobile Home Park that is not metered. It involves about 15-to-16 units. The flat rate for water is $111 and sewer is $80. The Selectboard were adamant about Dave Duquette making arrangements to bill the park the flat rate for the units involved for the next billing.
There was discussion relative to users having two or more meters with separate lines. There was a consensus of the Selectboard that each meter should be billed separately. Dave Duquette will write-up his understanding of the billing process for the office staff.
The Selectboard approved Dave Duquette’s recommendation to hire two temporary (seasonal) full time employees and at the end of the summer consider hiring the one that works out the best for a permanent position in his department. Dave Duquette and Rod Rumrill are rotating the weekend coverage.
Dave Duquette has a truck that has not been usable for about a year-and-a-half and usable parts have been removed. A few employees are interested in it. It was noted that other departments might have items they would like to include in a notice for bidding. There was a consensus to post the truck for the employees to bid on and, since the Selectboard has the right to accept or reject any and all bids, it will be sold unless the bids are lower than the amount that it will generate as scrap. Dave Duquette will itemize other parts that can no longer be used when time permits.
A meter will be installed at the pool next week and a meter will be installed at Bob Frizzell’s barn.
PUBLIC COMMENT:
Robert Davis: Bob Davis explained that last fall the Planning Board granted his subdivision and accepted his road as it was mapped out. When the paving was done a temporary hammerhead was put in prior to installation of the planned cul-de-sac. The Highway Supervisor prefers the hammerhead over a cul-de-sac as it is easier for maintenance. How can he get this change approved to get the road accepted by the Town? Steve Neill suggested that Keith Weed write a letter of support for the hammerhead to the Planning Board and they can take action. Dave Edkins felt the Selectboard could decide that they would rather have the roadway constructed with a hammerhead turn-around rather than the cul-de-sac but they would take possession of the right-of-way as if it was a cul-de-sac area and a
courtesy letter could be written to the Planning Board advising them of this decision. A right-of-way capable of accommodating a cul-de-sac will still show on the plan. Bob Davis said that the area is all laid-out; the pins are still there. The Selectboard will consider taking over the road in September or October as the road has to sit through a full year. Based on the recommendation of Keith Weed, the Selectboard asked Dave Edkins to draft the letter to the Planning Board for the Selectboard’s signatures.
SELECTBOARD COMMENT:
Memorial Day Observance: Steve Neill attended the Memorial Day service and things went very well. He noted that the Town has a dog leash law but there were a few dogs that should not have been there even though they were on leashes. People need to use good judgment especially in crowds. The flags on Main Street look real good.
Bakery Building: Steve Neill said the Bakery Building trim needs to be painted. A quote should be obtained and if there is enough money in the budget it should be done. Keith Weed would like to take the shrub out by the side steps as well as the hedge to the right of it. Some landscaping needs to be done by this building. Dave Edkins reported that the plumbing is almost done and the electrical work is complete.
OLD BUSINESS:
There was no Old Business to be heard at this meeting.
FINANCIAL ADMINISTRATION – Payroll, Purchase Orders, Vouchers, Warrants, Abatements, Etc.: The Check Vouchers were approved and signed.
Purchase Orders: The Selectboard approved and signed the following Purchase Orders: 1) Water –Q C Services $300.00 for meter calibrations; 2) Highway –Capital NOCO Energy $1,278.90 for oil; and 3) Ambulance –R & R Communications, Inc. $465.00 for a portable radio.
Notice of Timber Tax: The Selectboard approved a Notice of Timber Tax in the amount of $5.00.
Timber Yield Taxes: The Selectboard approved Timber Yield Taxes in the amounts of $367.04, $1,104.20, $44.00 and $2,478.56.
Notice of Intent to Cut: The Selectboard approved a Notice of Intent to Cut on the South Hemlock Road.
Abatements:
The Selectboard approved two Abatements as follows: 1) A Tax Abatement for a mobile home that burned in the amount of $144.00; and 2) a Water and Sewer Abatement per an agreement to reimburse for a repair bill to off-set damages in the amount of $261.13. The Selectboard denied a request for a Tax Abatement for back taxes as the property owner came up with a payment agreement.
Cemetery Deeds: Two Deeds for Hope Hill Cemetery and one Deed for Pine Crest Cemetery were approved.
APPOINTMENTS, PERMITS, LICENSES, & RESOLUTIONS:
Transfer Station Stickers: To avoid confusion and some people having multiple stickers, Steve Neill felt the Town should go back to having a number on the sticker that can easily be read and track to a registration that is in Town. Jon LeClair thinks the Transfer Station Sticker Policy should be re-visited, the Town should hand out a notice and it should be posted that a registration will be required for each sticker obtained. The notice should also be published in the Our Town publication. Bob Davis orders the stickers and will look into having larger numbers on them. The official renewal date is September 1 but people begin requesting renewal stickers in July. People with company vehicles will be issued a sticker if they can prove they are a resident.
Jon LeClair moved that the Town require a vehicle registration when a sticker is issued and no more than two stickers be issued per household. The vehicle registration number will be put on each receipt for the stickers purchased. Steve Neill seconded the motion. With Jon LeClair and Steve Neill in favor, the motion carried. Brenda Ferland abstained because she feels that two stickers are not enough, as she has three vehicles.
CORRESPONDENCE:
Charlestown Bible Church: The Charlestown Bible Church requested an extension to continue to use the Community Room for services while their new church is being built. The Selectboard granted permission for this request.
Heritage Commission: Brenda Ferland reported that there is a vacancy on the Heritage Commission and Cori Rail expressed an interest in serving as the seventh member. The Selectboard approved appointing Cori Rail as a Heritage Commission member.
Ron LeClair: The Selectboard signed a card for Ron LeClair who is leaving his position as the Cemetery Sexton on Friday, June 3rd. The office staff has organized a small party for him on Friday afternoon.
Old Acworth Stage Road: Dave Edkins put a proposed letter in the Selectboard file to be sent to all residents on the Old Acworth Stage Road telling them that it is required that if-and-when they are doing maintenance and/or plowing on the road they need the permission of the Selectboard. Keith Weed must be made aware of any gravel or ditch work being done.
ADMINISTRATIVE ASSISTANT’S REPORT:
Public Hearing: Dave Edkins reported that the Public Hearing on proposed rate and fee adjustments is scheduled for the next meeting. The Selectboard requested that a list of all departments and their recommended changes be put in their file prior to the meeting.
COMMITTEE REPORTS:
Conservation Commission – Steve Neill: Steve Neill advised that the Conservation Commission has not yet met this month.
CEDA – Steve Neill: Steve Neill said CEDA has not yet met this month.
Planning Board – Brenda Ferland: Brenda Ferland reported that the Planning Board has not met since the last Selectboard meeting.
Solid Waste Committee – Jon LeClair: Jon LeClair and Bob Davis went to Newport last Thursday evening to the Waste Alternative Commission meeting. Different ideas were discussed for 2007 after the incinerator closes. There is an attitude out there that if everybody recycled there would be very little, if any, trash. Bob Davis advised that the Town of Charlestown is not locked into the VT/NH Solid Waste Project as our Transfer Station has been in place for 17 years and we have multiple places to dispose of our trash.
Heritage Commission – Brenda Ferland: Brenda Ferland advised that the Heritage Commission met. They hired a team of horses to pull the cannon in the parade and continue to work on plans for the Old Home Days festivities. Finding a permanent location for the cannon will be explored.
Ambulance Department – Jon LeClair: Jon LeClair reported that the Ambulance Department has not yet met this month.
NON-PUBLIC SESSION (if necessary) – RSA 91-A:3 II:
Jon LeClair moved to enter into a Non-public session pursuant to RSA 91-A:3 II (a) Personnel. Steve Neill seconded the motion and, on a roll call with all in favor, the motion carried. The time was 9:08 P.M.
Respectfully submitted,
Regina Borden, Recording Secretary Approved,
Brenda L. Ferland, Chair Jon B. LeClair Steven A. Neill
(Note: These are unapproved Minutes. Corrections, if necessary, may be found in the Minutes of the June 15th, 2005, Selectboard meeting.)
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